# Clinic+ - Comprehensive Instruction Manual
## Introduction
Welcome to Clinic+! This comprehensive instruction manual will guide you through all the features and functions of the Clinic+ clinic management system. Whether you're an optician, optometrist, or assistant, this manual will help you make the most of the system.
### About Clinic+
Clinic+ is a modern, web-based clinic management system designed specifically for optical stores and eye care clinics. You can access it from any web browser on your computer, tablet, or mobile device. The system provides an intuitive, user-friendly interface built with modern web technologies to ensure a smooth and efficient workflow.
## Table of Contents
[Getting Started](#getting-started)
[Patient Management](#patient-management)
[Appointment Scheduling](#appointment-scheduling)
[Medical Journal Management](#medical-journal-management)
[Order Management](#order-management)
[Product Management](#product-management)
[Communication & Correspondence](#communication--correspondence)
[Reminders and Notifications](#reminders-and-notifications)
[Reporting and Analytics](#reporting-and-analytics)
10. [Tips and Best Practices](#tips-and-best-practices)
11. [Troubleshooting](#troubleshooting)
---
## Getting Started
### Logging In
**Open your web browser** and navigate to the Clinic+ URL provided by your administrator
**Click "Sign In"** or the login button
**Enter your Microsoft/Azure AD credentials** (your work email and password)
**Complete any multi-factor authentication** if prompted
You will be automatically redirected to the Clinic+ dashboard
### Understanding the Dashboard
The dashboard provides quick access to:
**Today's appointments** - See your schedule at a glance
**Patient activity** - Recent patient changes
**Journal statistics** - Draft, approved, and today's journals
**Correspondence** - Incoming messages requiring attention
**Quick search** - Find patients, appointments, or orders quickly
### Switching Between Clinics
If you work at multiple clinic locations:
Click on your **user profile** (usually in the top right corner)
Select **"Change Shop"** or **"Switch Clinic"**
Choose the clinic location from the list
The system will update to show data for the selected clinic
### Navigation Basics
**Main Menu**: Located on the left side of the screen
**Search Bar**: Top of the screen for quick searches
**Notifications**: Bell icon for alerts and messages
**User Profile**: Your name/avatar in the top right
---
## Patient Management
### Registering a New Patient
#### Step 1: Access Patient Registration
Click **"Patients"** or **"Clients"** in the main menu
Click **"New Patient"** or **"Register Client"** button
#### Step 2: Enter Basic Information
**Personal Details**:
First Name (required)
Last Name (required)
Social Security Number (SSN) - if available
Date of Birth
Gender
Title (Mr., Mrs., Dr., etc.)
**Contact Information**:
Phone Number (mobile and/or home)
Email Address
Address (street, city, postal code, country)
**Additional Information**:
Emergency Contact Name and Phone
Notes (any relevant information)
#### Step 3: Privacy Settings
**Marketing Consent** (GDPR compliance):
☑ SMS Marketing
☑ Email Marketing
☑ Mail Marketing
☑ Social Media Marketing
☑ Clinical SMS
☑ Reminders
**Special Settings**:
☑ Hide Secret Customer (HSC) - for sensitive cases
☑ Share Data with Other Caregivers
☑ Export Data Quality Registry
#### Step 4: Verify Patient (Optional)
If SSN is provided, click **"Lookup Client"** or **"Verify Patient"**
The system will search national registries
Review the returned information
Click **"Update Client by Lookup Result"** to populate fields automatically
#### Step 5: Save Patient
Review all entered information
Click **"Save"** or **"Register Client"**
The system will assign a patient number automatically
You'll be redirected to the patient's profile page
### Looking Up an Existing Patient
#### Method 1: Quick Search
Use the **search bar** at the top of the screen
Type patient name, SSN, or patient number
Select from the dropdown results
#### Method 2: Advanced Search
Go to **"Patients"** → **"Search"** or **"Find Patient"**
Choose search criteria:
**By SSN**: Enter social security number
**By Patient Number**: Enter patient number
**By Name**: Enter first and/or last name
**By Phone**: Enter phone number
**By Birth Date**: Enter date of birth
**By Order Number**: Enter order number
Select **"Is Region"** if searching across multiple clinics
Click **"Search"**
Review results and click on the patient to open their profile
#### Method 3: Seek Customer (Advanced Filter)
Go to **"Patients"** → **"Seek Customer"**
Enter multiple search criteria:
Name
SSN
Phone
Birth Date
Patient Number
Order Number
Click **"Search"**
Review filtered results
### Viewing Patient Information
Once you've found a patient:
**Patient Profile Page** shows:
Personal information
Contact details
Appointment history
Journal history
Order history
Correspondence history
Reminders
**Tabs/Sections**:
**Overview**: Basic information and summary
**Journals**: All examination records
**Appointments**: Booking history
**Orders**: Purchase history
**Correspondence**: Communication history
**Reminders**: Active reminders
**Documents**: Attached files
### Updating Patient Information
#### Update General Information
Open the patient's profile
Click **"Edit"** or **"Modify Customer General Data"**
Update the relevant fields:
Name, address, phone, email
Date of birth, gender
Emergency contact
Click **"Save"**
#### Update Verification Data
Open patient profile
Click **"Modify Customer Verification Data"**
Update SSN or verification information
Click **"Save"**
#### Update Status
Open patient profile
Click **"Modify Client Status"**
Set patient as **Active** or **Inactive**
If inactive, provide **Reason for Inactivity**
Click **"Save"**
#### Update Privacy Settings
Open patient profile
Click **"Modify Customer Settings Data"**
Update marketing consent checkboxes
Update HSC (Hide Secret Customer) status
Click **"Save"**
### Saving Patient Signatures
Open patient profile
Navigate to **"Signature"** section
Click **"Save Person's Signature"**
Upload signature image file (JPG, PNG)
Enter Patient ID
Click **"Save"**
### Viewing Patient Activity
Go to **"Patients"** → **"Activity"** or **"Recent Changes"**
View options:
**Clients Changed by Clinic Today**: All changes in your clinic today
**Clients Changed by Clinic Yesterday**: Yesterday's changes
**Clients Changed by Me Today**: Your changes today
**Clients Changed by Me Yesterday**: Your changes yesterday
Click on any patient to view details
---
## Appointment Scheduling
### Viewing Your Calendar
#### Daily View
Click **"Calendar"** or **"Appointments"** in the main menu
Select **"Day View"**
See all appointments for the selected day
Use arrow buttons to navigate between days
#### Weekly View
Click **"Calendar"**
Select **"Week View"**
See appointments for the entire week
Navigate weeks using arrow buttons
#### Monthly View
Click **"Calendar"**
Select **"Month View"**
See all appointments for the month
Click on a day to see detailed appointments
### Viewing Calendar Bookings
Go to **"Calendar"** → **"Get Calendar Bookings"**
Select date range:
**Date From**: Start date
**Date To**: End date
Click **"Search"** or **"Get Bookings"**
View all appointments in the selected range
### Creating a New Appointment
#### Step 1: Access Booking
Click **"Calendar"** → **"New Appointment"** or **"Create Booking"**
Or click on an empty time slot in the calendar
#### Step 2: Select Patient
**If patient exists**:
Search for patient by name, SSN, or number
Select from results
**If new patient**:
Click **"Register New Patient"**
Complete patient registration (see Patient Management section)
Return to booking
#### Step 3: Choose Appointment Details
**Appointment Type**:
Select from dropdown (Eye Exam, Consultation, Follow-up, etc.)
Different types have different durations
**Date and Time**:
Select **Date** from calendar picker
Select **Start Time** (hours and minutes)
**Duration** is set automatically based on appointment type (can be adjusted)
**Assign Optician/Optometrist**:
Select from **"Bookable Persons"** dropdown
Or leave unassigned
**Assign Room**:
Select examination room from dropdown
Or leave unassigned
**Additional Options**:
☑ Send SMS reminder (if enabled)
☑ Special Needs (check if patient has special requirements)
☑ Busy Time (mark as busy without specific patient)
#### Step 4: Add Notes (Optional)
Click **"Notes"** or **"Appointment Note"**
Enter any relevant information:
Patient concerns
Special instructions
Previous visit notes
Click **"Save Note"**
#### Step 5: Validate Booking
Click **"Validate Booking"** (system checks for conflicts)
Review validation results:
✅ No conflicts - proceed
⚠️ Conflicts detected - adjust time or resources
If conflicts exist:
Change time slot
Select different optician
Select different room
#### Step 6: Save Appointment
Click **"Create Booking"** or **"Save"**
Appointment appears in calendar
SMS reminder sent automatically (if enabled)
### Finding Available Time Slots
Go to **"Calendar"** → **"Get Available Time Slots"**
Enter parameters:
**From (minutes)**: Start time in minutes from midnight
**To (minutes)**: End time in minutes from midnight
**Appointment Length**: Duration in minutes
Click **"Get Available Slots"**
View list of available time slots
Select a slot when creating appointment
### Updating an Appointment
#### Change Appointment Details
Open calendar
Click on the appointment
Click **"Edit"** or **"Update Booking"**
Modify:
Date/time
Patient
Appointment type
Optician
Room
Notes
Click **"Save"**
#### Update Appointment Status
Open appointment
Click **"Save Booking Status"**
Select status:
**Confirmed**
**Cancelled**
**Completed**
**No Show**
**Rescheduled**
Click **"Save"**
### Marking Patient Arrival
When patient arrives:
Open appointment from calendar
Click **"Mark Arrival"** or **"Update Booking Arrival"**
Or use quick action button in calendar view
Appointment status updates to "Arrived"
System logs arrival time
### Cancelling or Deleting an Appointment
Open appointment
Click **"Delete Booking"** or **"Cancel Appointment"**
Confirm cancellation
Optionally send cancellation SMS to patient
Appointment is removed from calendar
### Searching Appointments
Go to **"Calendar"** → **"Search Appointments"**
Enter search criteria:
Patient name or number
Date range
Optician
Appointment type
Status
Room
Click **"Search"**
Review filtered results
Click on appointment to view details
### Appointment Widgets
#### View Today's Appointments
On dashboard, see **"Today's Appointments"** widget
Or go to **"Calendar"** → **"Get Booking Widgets For User"**
Select date
View:
Your appointments for the day
Clinic appointments for the day
Patient-specific appointments
#### View Appointment Types
Go to **"Calendar"** → **"Get Booking Types"**
View all available appointment types
See duration and requirements for each type
#### View Bookable Persons
Go to **"Calendar"** → **"Get Bookable Persons"**
View all opticians/optometrists available for booking
See their working hours and competences
---
## Medical Journal Management
### Creating a New Journal
#### Step 1: Access Journal Creation
**From Patient Profile**:
Open patient profile
Click **"New Journal"** or **"Create Journal"**
**From Appointment**:
Open appointment
Click **"Create Journal"** or **"Start Examination"**
**From Main Menu**:
Click **"Journals"** → **"New Journal"**
Search for patient first
#### Step 2: Select Journal Type
Choose **Journal Type**:
Standard Eye Exam
Refraction Only
Contact Lens Fitting
Pre-Operative Exam
Post-Operative Follow-up
Screening
Other (as configured)
Select **Date** of examination
Link to **Appointment** (if applicable):
Select from patient's appointments
Or leave unlinked
#### Step 3: Fill Journal Sections
The journal is organized into sections. Complete each section as you perform the examination:
##### Pre-Examination Section
**Anamnesis** (Patient History):
Click **"Pre-Examination"** section
Enter patient complaints and history
Note any relevant medical information
**Visual Acuity (Free Visus)**:
**Right Eye**: Enter measurement (e.g., 20/20, 6/6)
**Left Eye**: Enter measurement
**Both Eyes (Binocular)**: Enter measurement
**Cover Test**:
**Distance**: Enter results
**Near**: Enter results
**Phoria**:
**Distance**: Enter measurement
**Near**: Enter measurement
**Test Type**: Select test used
**Stereo Vision**:
**Distance**: Enter measurement
**Near**: Enter measurement
**Test Type**: Select test used
**Color Vision**:
Enter test results
Note any color vision deficiencies
**Visual Fields**:
Enter visual field test results
Note any defects
**Motility** (Eye Movement):
Assess and record eye movement
Note any restrictions or abnormalities
**Pupillary Responses**:
**Direct**: Enter measurement
**Indirect**: Enter measurement
**Near**: Enter measurement
**RAPD**: Note if relative afferent pupillary defect present
10. **Ophthalmoscopy**:
Record findings from fundus examination
Note any abnormalities
11. **Intraocular Pressure (IOP)**:
**Right Eye**: Enter pressure measurement
**Left Eye**: Enter pressure measurement
**Time**: Note time of measurement
12. **Topography Measurements**:
**Right Eye**:
Flat (K1)
Steep (K2)
**Left Eye**:
Flat (K1)
Steep (K2)
**Bio Topography** (if available):
Right and left eye measurements
13. **Anterior Chamber Depth (ACD)**:
**Right Eye**: Enter measurement
**Left Eye**: Enter measurement
14. **White-to-White (WTW)**:
**Right Eye**: Enter measurement
**Left Eye**: Enter measurement
15. **Axial Length**:
**Right Eye**: Enter measurement
**Left Eye**: Enter measurement
16. **UDVA/UIVA/UNVA**:
**UDVA** (Uncorrected Distance Visual Acuity):
Right, Left, Binocular
**UIVA** (Uncorrected Intermediate Visual Acuity):
Right, Left, Binocular
**UNVA** (Uncorrected Near Visual Acuity):
Right, Left, Binocular
17. **Diagnostic Equipment**:
Select equipment used (if applicable)
Add multiple equipment entries
18. **Diagnostic Eyedrops**:
Select eyedrops used (if applicable)
Add multiple eyedrop entries
##### Refraction Section
**Select Refraction Type**:
**Habitual**: Current prescription patient is wearing
**Objective**: Automated measurement
**Subjective**: Patient responses
**Corrective**: Final prescription
**Target**: Desired outcome (for surgery planning)
**For Each Refraction Type, Enter**:
**Right Eye**:
**Sphere**: Enter value (e.g., -2.50)
**Cylinder**: Enter value (e.g., -0.75)
**Axis**: Enter degrees (0-180)
**Prism 1 Distance**: Enter value
**Base 1 Distance**: Select base direction
**Prism 2 Distance**: Enter value (if needed)
**Base 2 Distance**: Select base direction
**Prism 1 Near**: Enter value
**Base 1 Near**: Select base direction
**Prism 2 Near**: Enter value (if needed)
**Base 2 Near**: Select base direction
**CDVA**: Corrected Distance Visual Acuity
**Add Read**: Reading addition
**Add Terminal**: Terminal addition
**Add Strong**: Strong addition
**Left Eye**:
Same fields as right eye
**Binocular**:
**Binocular Addition**: Enter value
**CDVA Binocular**: Enter measurement
**Save Refraction**:
Click **"Save"** after entering each refraction type
System validates measurements
##### Contact Lens Section
**Add Contact Lens**:
Click **"Contact Lenses"** section
Click **"Add Contact Lens"**
**Enter Lens Details**:
**Lens Name**: Select or enter lens name
**Replacement Frequency**: Select frequency
**Right Eye**:
Sphere
Cylinder
Radius
Diameter
**Left Eye**:
Sphere
Cylinder
Radius
Diameter
**Save Contact Lens**:
Click **"Save"**
Lens appears in journal
**Remove Contact Lens**:
Click on lens entry
Click **"Remove Contact Lens"**
Enter **Deletion Reason**
Confirm removal
##### Surgical Planning (Op Plan) Section
**Access Op Plan**:
Click **"Op Plan"** or **"Surgical Planning"** section
**Enter Pre-Operative Measurements**:
**Topography**:
Right: Flat, Steep
Left: Flat, Steep
**ACD** (Anterior Chamber Depth):
Right and Left
**WTW** (White-to-White):
Right and Left
**Subjective Refraction**:
Right: Sphere, Cylinder
Left: Sphere, Cylinder
**Target Refraction**:
Right: Sphere, Cylinder
Left: Sphere, Cylinder
**Calculated Target**:
Right: Sphere, Cylinder
Left: Sphere, Cylinder
**Treatment Parameters**:
Right: Sphere, Cylinder
Left: Sphere, Cylinder
**Optical Zone**:
Right and Left
**Axial Length**:
Right and Left
**Subjective CDVA**:
Right, Left, Binocular
**Select Formula**:
Choose calculation formula (if applicable)
System calculates target refraction
**Save Op Plan**:
Click **"Save"**
Plan is ready for surgery
##### Surgery Section
**Access Surgery Section**:
Click **"Surgery"** section
**Enter Surgical Details**:
**Treatment**:
Right Eye: Select treatment type
Left Eye: Select treatment type
**Topography**:
Right: Flat, Steep
Left: Flat, Steep
**ALD** (Anterior Lens Distance):
Right and Left
**Treatment Parameters**:
Right: Sphere, Cylinder
Left: Sphere, Cylinder
**Calculated Target**:
Right: Sphere, Cylinder
Left: Sphere, Cylinder
**Optical Zone**:
Right and Left
**Complications**:
Right Eye: Select reason if applicable
Left Eye: Select reason if applicable
**Quality Check**:
Click **"Quality Check"**
Enter quality check results
Select eye (OD, OS, OU)
**Implantable Contact Lens (ICL)**:
If ICL was implanted:
Click **"Add ICL"**
Enter lens details
Scan or enter barcode
**Save Surgery**:
Click **"Save"**
Surgery is documented
##### Follow-Up Section
**Access Follow-Up**:
Click **"Follow-Up"** section
Or create new follow-up journal linked to surgery
**Enter Post-Operative Measurements**:
**Anamnesis**: Patient complaints
**Visual Acuity**:
Free Visus: Right, Left, Binocular
**IOP**:
Right and Left
**Pre-Operative IOP** (for comparison):
Right and Left
**Topography**:
Current: Right and Left
Pre-Operative: Right and Left
**Refraction**:
Current: Right and Left
Pre-Operative: Right and Left
**ACD, WTW, UDVA**:
Current and Pre-Operative measurements
**Post-Operative Findings**:
Select findings from configuration
Add multiple findings
**Compare with Pre-Operative**:
System shows pre-operative values for comparison
Review changes
**Save Follow-Up**:
Click **"Save"**
Follow-up is documented
##### Screening Section
**Access Screening**:
Click **"Screening"** section
**Enter Screening Results**:
Record screening findings
Note any abnormalities
Add notes
**Save Screening**:
Click **"Save"**
##### Notes Section
**Add Clinical Notes**:
Click **"Notes"** section
Click **"Add Note"**
**Enter Note**:
**Note Type**: Select type (Clinical, Administrative, etc.)
**Note Text**: Enter free-text note
Or use **Note Templates**: Select template and customize
**Use Note Buttons** (if configured):
Click predefined buttons for quick data entry
Buttons populate note fields automatically
**Save Note**:
Click **"Save"**
Note appears in journal
##### Conclusion Section
**Access Conclusion**:
Click **"Conclusion"** section
**Enter Conclusion**:
**Conclusion Text**: Enter examination conclusion
**Treatment Recommendations**:
Right Eye: Treatable/Not Treatable
Treatment ID (if treatable)
Left Eye: Treatable/Not Treatable
Treatment ID (if treatable)
**Conclusion Code**: Select code (if applicable)
**Treatment Codes**: Link to treatment codes
**Save Conclusion**:
Click **"Save"**
Conclusion is documented
##### Prescription Section
**Access Prescription**:
Click **"Prescription"** section
**Create Prescription**:
Prescription is automatically generated from refraction data
**Prescription Note**: Add any additional notes
**Prescription Info**: Add information
**Sent Status**: Mark when sent
**Received Status**: Mark when received
**Save Prescription**:
Click **"Save"**
Prescription is ready to print or send
#### Step 4: Save Journal
**Save as Draft**:
Click **"Save Draft"** at any time
Journal is saved but not approved
You can continue editing later
**Approve Journal**:
When examination is complete
Review all sections
Click **"Approve Journal"** or **"Complete Journal"**
Journal status changes to "Approved"
Journal is locked (may require special permissions to edit)
**Quality Check** (if required):
System may require quality check before approval
Complete mandatory fields
Resolve any validation errors
### Viewing Journals
#### View Patient's Journal History
Open patient profile
Click **"Journals"** tab
View list of all journals:
Date
Journal Type
Status (Draft, Approved)
Created By
Click on journal to view details
#### Search Journals
Go to **"Journals"** → **"Search"** or **"Filter Journals"**
Enter search criteria:
Patient name or number
Date range
Journal type
Status
Created by
Tags
Click **"Search"**
Review filtered results
#### View Journal Details
Open journal from list
View all sections:
Pre-Examination
Refraction
Contact Lenses
Op Plan
Surgery
Follow-Up
Screening
Notes
Conclusion
Prescription
Navigate between sections using tabs or menu
### Editing Journals
#### Edit Draft Journal
Open draft journal
Navigate to section to edit
Make changes
Click **"Save"** or **"Save Draft"**
#### Edit Approved Journal
Open approved journal
Click **"Edit"** (may require special permissions)
Make changes
System logs all changes in audit trail
Click **"Save"**
### Adding Tags to Journals
Open journal
Click **"Tags"** or **"Add Tag"**
Select from existing tags or create new
Tags help organize and categorize journals
Click **"Save"**
### Attaching Documents to Journals
Open journal
Click **"Documents"** or **"Attach Document"**
Click **"Upload"**
Select file (PDF, image, etc.)
Enter document description
Click **"Save"**
Document is linked to journal
### Printing Journal Reports
Open journal
Click **"Print"** or **"Print Report"**
Select report template (if multiple available)
Preview report
Click **"Print"** or **"Export PDF"**
### Journal Widgets
#### View Journal Statistics
On dashboard, see journal widgets:
**Number of Journals**: Total count
**Draft Journals**: Incomplete journals
**Approved Journals**: Completed journals
**Today's Journals**: Journals created today
Click on widget to see detailed list
#### View Your Journals
Go to **"Journals"** → **"My Journals"**
View:
Draft journals created by you
Approved journals created by you
Today's journals created by you
#### View Clinic Journals
Go to **"Journals"** → **"Clinic Journals"**
View:
Draft journals in clinic
Approved journals in clinic
Today's journals in clinic
---
## Order Management
### Creating an Order from Prescription
#### Step 1: Access Order Creation
**From Journal**:
Open approved journal with prescription
Click **"Create Order"** or **"Order from Prescription"**
**From Patient Profile**:
Open patient profile
Click **"New Order"**
**From Main Menu**:
Click **"Orders"** → **"New Order"**
Search for patient first
#### Step 2: Select Products
**Search Products**:
Use product search
Filter by:
Product type (frames, lenses, contact lenses)
Brand
Supplier
Product group
**Add Products to Order**:
Click on product
Enter quantity
Enter specifications:
For frames: Size, color, model
For lenses: Prescription details (from journal)
For contact lenses: Prescription details
Click **"Add to Order"**
**Review Order Items**:
See all products in order
Verify quantities and specifications
Adjust as needed
#### Step 3: Enter Order Details
**Customer Information**:
Patient is automatically linked
Verify patient details
**Order Information**:
Order date (auto-filled)
Delivery date (if known)
Notes
**Pricing**:
Prices are auto-calculated
Apply discounts if applicable
Review total
#### Step 4: Save Order
Click **"Save Order"** or **"Create Order"**
Order number is assigned
Order appears in patient's order history
### Creating a Manual Order
Go to **"Orders"** → **"New Order"**
Search for patient
Add products manually
Enter all details
Save order
### Viewing Orders
#### View Order Details
Go to **"Orders"** → **"Search Orders"**
Search by:
Order number
Patient name or number
Date range
Click on order to view details
#### View Patient's Orders
Open patient profile
Click **"Orders"** tab
View all orders for patient
Click on order to view details
### Updating Orders
Open order
Click **"Edit Order"**
Modify:
Products
Quantities
Specifications
Pricing
Notes
Click **"Save"**
### Copying Orders
#### Create Copy of Order
Open order
Click **"Copy Order"** or **"Create Copy"**
New order is created with same products
Modify as needed
Save new order
#### Create Linked Copy
Open order
Click **"Create Linked Copy"**
Enter parent description
New order is linked to original
Modify and save
### Checking Order Status
Open order
View **Order Status**:
Created
In Process
Ready for Pickup
Delivered
Cancelled
View **Payment Status**:
Unpaid
Partially Paid
Paid
Status updates automatically from POS system (if integrated)
### Linking Orders to Journals
Open order
Click **"Link to Journal"**
Select journal from patient's journals
Order is linked to journal
Prescription data can be pulled from journal
---
## Product Management
### Searching Products
#### Quick Search
Use **search bar** at top of screen
Type product name, number, or brand
Select from dropdown results
#### Advanced Search
Go to **"Products"** → **"Search Products"**
Enter search criteria:
**Search String**: Name, number, or description
**Include Inactive**: ☑ to include inactive products
**Supplier**: Filter by supplier
**Product Group**: Filter by product group
Click **"Search"**
Review results
### Viewing Product Details
Click on product from search results
View product information:
Product number and name
Description
Model
Brand
Supplier
Pricing
Product images
Attributes
Availability
### Filtering Products
Go to **"Products"** → **"Get Product Filters"**
View available filters:
Suppliers
Product groups
Brands
Active/Inactive status
Apply filters to search
---
## Communication & Correspondence
### Creating Correspondence
#### Step 1: Access Correspondence
**From Patient Profile**:
Open patient profile
Click **"New Correspondence"** or **"Send Message"**
**From Journal**:
Open journal
Click **"Create Correspondence"**
**From Main Menu**:
Click **"Correspondence"** → **"New"**
#### Step 2: Select Correspondence Type
Choose type:
**Message**: General communication
**Letter to Client**: Patient communication
**Referral**: Send to specialist
**Epicrisis**: Discharge summary
**Booking Confirmation**: Appointment confirmation
#### Step 3: Enter Details
**Recipient**:
**To Health Personnel**: Select healthcare provider
**To Clinic**: Select clinic
**To User**: Select user
Or **To Patient**: Patient receives directly
**Subject**: Enter subject line
**Message**: Enter message text
**Additional Information** (for referrals/epicrisis):
**Anamnesis**: Patient history
**Medication**: Current medications
**Examination**: Examination findings
**Diagnosis Code**: ICD code
**Diagnosis Text**: Diagnosis description
**Additional Diagnoses**: Add multiple
**Options**:
☑ Reply Requested
☑ Include Signature
Link to Journal (if applicable)
#### Step 4: Attach Documents
Click **"Attach Document"**
Upload file
Add description
Multiple documents can be attached
#### Step 5: Send Correspondence
Review all information
Click **"Send"** or **"Create Correspondence"**
Correspondence is sent
Receipt is tracked (if applicable)
### Viewing Correspondence
#### Incoming Correspondence
Go to **"Correspondence"** → **"Incoming"**
View:
**New**: Requiring attention
**In Process**: Being handled
**Today**: Received today
Click on correspondence to view details
#### Outgoing Correspondence
Go to **"Correspondence"** → **"Outgoing"**
View all sent correspondence
Check status and receipts
#### Patient Correspondence
Open patient profile
Click **"Correspondence"** tab
View all correspondence for patient:
Incoming
Outgoing
Click to view details
### Updating Correspondence Status
Open correspondence
Click **"Update Status"**
Select status:
**New**
**In Process**
**Completed**
**Cancelled**
Click **"Save"**
### Replying to Correspondence
Open correspondence
Click **"Reply"**
New correspondence is created:
Linked to original
Recipient pre-filled
Subject includes "Re:"
Enter reply message
Send reply
---
## Reminders and Notifications
### Creating a Reminder
#### Step 1: Access Reminder Creation
**From Patient Profile**:
Open patient profile
Click **"New Reminder"** or **"Add Reminder"**
**From Main Menu**:
Go to **"Reminders"** → **"New Reminder"**
Search for patient first
#### Step 2: Enter Reminder Details
**Patient**: Select patient (if not from profile)
**Reminder Type**:
Follow-up appointment
Product pickup
Contact lens replacement
Other
**Date and Time**:
Select reminder date
Select reminder time
**Message**: Enter reminder message
**Options**:
☑ Send SMS (if enabled)
Priority level
#### Step 3: Save Reminder
Click **"Create Reminder"** or **"Save"**
Reminder is created
SMS is sent automatically (if enabled)
### Viewing Reminders
#### View Patient's Reminders
Open patient profile
Click **"Reminders"** tab
View all active reminders
See past reminders
#### View All Reminders
Go to **"Reminders"** → **"All Reminders"**
Filter by:
Date range
Patient
Type
Status
View list of reminders
### Editing Reminders
Open reminder
Click **"Edit Reminder"**
Modify:
Date/time
Message
Type
Options
Click **"Save"**
### Deleting Reminders
Open reminder
Click **"Delete Reminder"**
Confirm deletion
Reminder is removed
---
## Reporting and Analytics
### Generating Reports
#### Journal Reports
Go to **"Reports"** → **"Journal Reports"**
Select report type
Enter parameters:
Date range
Journal type
Patient (optional)
Status
Click **"Generate Report"**
View or export report
#### Patient Reports
Go to **"Reports"** → **"Patient Reports"**
Select report type
Enter parameters
Generate report
#### Booking Reports
Go to **"Reports"** → **"Booking Reports"**
Select report type
Enter parameters:
Date range
Optician
Appointment type
Generate report
#### Order Reports
Go to **"Reports"** → **"Order Reports"**
Select report type
Enter parameters
Generate report
### Viewing Activity
#### Your Activity
Go to **"Activity"** → **"My Activity"**
View:
Patients changed today
Journals created today
Appointments today
Orders created today
#### Clinic Activity
Go to **"Activity"** → **"Clinic Activity"**
View clinic-wide activity
Filter by date range
---
## Tips and Best Practices
### Patient Management
**Always verify patient identity** before making changes
**Use SSN lookup** when available to ensure accurate data
**Keep patient information up to date** - update contact details regularly
**Respect privacy settings** - check consent preferences before sending communications
**Document special needs** in patient notes
### Appointment Scheduling
**Book appointments in advance** to avoid conflicts
**Use available time slots feature** to find optimal times
**Always validate bookings** before saving
**Mark patient arrival promptly** for accurate tracking
**Add notes to appointments** for important information
**Send SMS reminders** to reduce no-shows
### Journal Management
**Save drafts frequently** while working on journals
**Complete all mandatory fields** before approval
**Review measurements** before saving
**Use templates** for common scenarios
**Link journals to appointments** for better tracking
**Add tags** to organize journals
**Attach relevant documents** to journals
**Print or export** important journals for records
### Order Management
**Link orders to journals** to pull prescription data automatically
**Verify product specifications** before saving orders
**Check order status regularly** to track fulfillment
**Use copy order feature** for similar orders
**Add notes** for special instructions
### Communication
**Use appropriate correspondence types** for different purposes
**Include relevant information** in referrals and epicrisis
**Attach documents** when needed
**Track correspondence status** to ensure follow-up
**Reply promptly** to incoming correspondence
### General Tips
**Use search functionality** - it's faster than browsing
**Save work frequently** - don't lose data
**Review before saving** - check for errors
**Use keyboard shortcuts** when available
**Check dashboard widgets** for quick overview
**Keep system updated** - log out and back in if experiencing issues
---
## Troubleshooting
### Login Issues
**Problem**: Cannot log in
**Solution**:
Verify you're using correct Microsoft/Azure AD credentials
Check internet connection
Clear browser cache and cookies
Try different browser
Contact IT support if problem persists
**Problem**: Multi-factor authentication not working
**Solution**:
Check your phone for authentication code
Use backup authentication method
Contact IT support
### Patient Search Issues
**Problem**: Cannot find patient
**Solution**:
Try different search method (name, SSN, phone)
Check spelling
Try partial name search
Verify patient exists in system
Check if searching correct clinic location
**Problem**: Patient lookup returns no results
**Solution**:
Verify SSN is correct
Check if patient is registered in national registry
Try manual registration instead
### Appointment Issues
**Problem**: Cannot book appointment - conflicts detected
**Solution**:
Select different time slot
Choose different optician
Select different room
Check if "Busy Time" option is appropriate
**Problem**: Appointment not appearing in calendar
**Solution**:
Refresh calendar view
Check date range
Verify appointment was saved
Check if viewing correct clinic
### Journal Issues
**Problem**: Cannot save journal - validation errors
**Solution**:
Review error messages
Complete all mandatory fields
Check measurement values are within valid ranges
Verify required sections are completed
**Problem**: Cannot edit approved journal
**Solution**:
Check if you have edit permissions
Contact administrator for access
Create new journal if changes are needed
**Problem**: Refraction calculations incorrect
**Solution**:
Verify input values
Check if using correct refraction type
Review formula settings
Contact support if systematic issue
### Order Issues
**Problem**: Cannot create order from prescription
**Solution**:
Verify journal is approved
Check if prescription exists in journal
Ensure patient is linked
Try creating manual order
**Problem**: Product not found in search
**Solution**:
Try different search terms
Check if product is active
Verify correct supplier/product group filter
Contact administrator if product should exist
### System Performance
**Problem**: System is slow
**Solution**:
Check internet connection
Close unnecessary browser tabs
Clear browser cache
Try different browser
Contact IT support if persistent
**Problem**: Data not saving
**Solution**:
Check internet connection
Verify all required fields are completed
Try saving again
Refresh page and retry
Contact support if data loss occurs
### Getting Help
**Check Help System**:
Click **"Help"** in main menu
Search for topic
Review user guides
**Contact Support**:
Use **"Contact Support"** feature
Email support team
Call support hotline
**Ask Administrator**:
Contact your clinic administrator
They can help with:
User permissions
System configuration
Clinic-specific issues
---
## Appendix
### Keyboard Shortcuts
(Note: Specific shortcuts depend on frontend implementation. Common shortcuts may include:)
**Ctrl+S**: Save
**Ctrl+F**: Search
**Ctrl+N**: New (context-dependent)
**Esc**: Cancel/Close
**Tab**: Navigate between fields
**Enter**: Submit/Save (in forms)
### Field Validation Rules
**SSN**: Must match configured format for your region
**Phone Numbers**: Standard phone number format
**Email**: Valid email format
**Dates**: Must be valid dates, not in future (where applicable)
**Measurements**: Must be within valid ranges (e.g., sphere: -30 to +30)
**Required Fields**: Marked with asterisk (*)
### Status Definitions
**Journal Status**:
**Draft**: Incomplete, can be edited
**Approved**: Complete, may require permissions to edit
**Appointment Status**:
**Confirmed**: Patient confirmed
**Arrived**: Patient checked in
**Completed**: Appointment finished
**Cancelled**: Appointment cancelled
**No Show**: Patient didn't arrive
**Order Status**:
**Created**: Order placed
**In Process**: Being fulfilled
**Ready**: Ready for pickup
**Delivered**: Delivered to patient
**Cancelled**: Order cancelled
**Correspondence Status**:
**New**: Just received, needs attention
**In Process**: Being handled
**Completed**: Finished
**Cancelled**: Cancelled
---
## Quick Reference Guide
### Daily Workflow Checklist
**Morning**:
[ ] Log in to system
[ ] Check dashboard for today's appointments
[ ] Review incoming correspondence
[ ] Check reminders for today
**During Day**:
[ ] Mark patient arrivals
[ ] Create/update journals
[ ] Create orders from prescriptions
[ ] Update appointment statuses
[ ] Send correspondence as needed
**End of Day**:
[ ] Complete and approve journals
[ ] Update order statuses
[ ] Review tomorrow's appointments
[ ] Create reminders for follow-ups
[ ] Log out
### Common Tasks Quick Access
| Task | Path |
|------|------|
| Register New Patient | Patients → New Patient |
| Search Patient | Search Bar or Patients → Search |
| Create Appointment | Calendar → New Appointment |
| Create Journal | Journals → New Journal or from Patient/Appointment |
| Create Order | Orders → New Order or from Journal |
| Send Correspondence | Correspondence → New |
| Create Reminder | Reminders → New Reminder |
| View Reports | Reports → Select Report Type |
---
**End of Manual**
For the most up-to-date information and additional resources, please refer to the online help system or contact your system administrator.
Norsk:
prøv
Prøv manuell registrering i stedet
Avtaleproblemer
Problem: Kan ikke bestille time - konflikter oppdaget
Løsning:
Velg et annet tidsrom
Velg en annen optiker
Velg et annet rom
Sjekk om alternativet "Opptatt tid" er riktig
Problem: Avtalen vises ikke i kalenderen
Løsning:
Oppdater kalendervisningen
Sjekk datointervallet
Bekreft at avtalen ble lagret
Sjekk om riktig klinikk vises
Journalproblemer
Problem: Kan ikke lagre journal - valideringsfeil
Løsning:
Se gjennom feilmeldinger
Fyll ut alle obligatoriske felt
Sjekk at måleverdiene er innenfor gyldige områder
Bekreft at nødvendige deler er fullført
Problem: Kan ikke redigere godkjent journal
Løsning:
Sjekk om du har redigeringstillatelser
Kontakt administrator for tilgang
Opprett ny journal hvis endringer er nødvendige
Problem: Refraksjonsberegninger feil
Løsning:
Bekreft inndataverdier
Sjekk om riktig refraksjonstype brukes
Gjennomgå formelinnstillinger
Kontakt support hvis systematisk problem
Ordreproblemer
Problem: Kan ikke opprette bestilling fra resept
Løsning:
Bekreft at journalen er godkjent
Sjekk om resepten finnes i journalen
Sørg for at pasienten er koblet til
Prøv å opprette manuell bestilling
Problem: Produktet ble ikke funnet i søket
Løsning:
Prøv andre søkeord
Sjekk om produktet er aktivt
Bekreft riktig leverandør-/produktgruppefilter
Kontakt administrator hvis produktet skal finnes
Systemytelse
Problem: Systemet er tregt
Løsning:
Sjekk internettforbindelsen
Lukk unødvendige nettleserfaner
Tøm nettleserens hurtigbuffer
Prøv en annen nettleser
Kontakt IT-support hvis det vedvarer
Problem: Data lagres ikke
Løsning:
Sjekk internettforbindelsen
Bekreft alle obligatoriske felt er fullført
Prøv å lagre på nytt
Oppdater siden og prøv på nytt
Kontakt kundestøtte hvis det oppstår datatap
Få hjelp
Sjekk hjelpesystemet:
Klikk på "Hjelp" i hovedmenyen
Søk etter emne
Se gjennom brukerhåndbøker
Kontakt kundestøtte:
Bruk funksjonen "Kontakt kundestøtte"
Send e-post til kundestøtteteamet
Ring kundestøttetelefonen
Spør administrator:
Kontakt klinikkadministratoren din
De kan hjelpe med:
Brukertillatelser
Systemkonfigurasjon
Klinikkspesifikke problemer
Tillegg
Tastatursnarveier
(Merk: Spesifikke snarveier avhenger av implementeringen av frontend. Vanlige snarveier kan inkludere:)
Ctrl+S: Lagre
Ctrl+F: Søk
Ctrl+N: Ny (kontekstavhengig)
Esc: Avbryt/Lukk
Tab: Naviger mellom felt
Enter: Send/Lagre (i skjemaer)
Feltvalideringsregler
Personnummer: Må samsvare med konfigurert format for din region
Telefonnumre: Standard telefonnummerformat
E-post: Gyldig e-postformat
Datoer: Må være gyldige datoer, ikke i fremtiden (der det er aktuelt)
Mål: Må være innenfor gyldige områder (f.eks. kule: -30 til +30)
Påkrevde felt: Merket med stjerne (*)
Statusdefinisjoner
Journalstatus:
Utkast: Ufullstendig, kan redigeres
Godkjent: Fullført, kan kreve tillatelser for å redigere
Avtalestatus:
Bekreftet: Pasient bekreftet
Ankommet: Pasient sjekket inn
Fullført: Avtale fullført
Avlyst: Avtale avlyst
Manglende oppmøte: Pasient ikke ankommet
Ordrestatus:
Opprettet: Ordre lagt inn
Under behandling: Under behandling
Klar: Klar for henting
Leverert: Levert til pasient
Avbrutt: Ordre avbrutt
Korrespondansestatus:
Ny: Nettopp mottatt, trenger oppmerksomhet
Under behandling: Under behandling
Fullført: Ferdig
Avbrutt: Avbrutt
Hurtigreferanseguide
Daglig arbeidsflytsjekkliste
Morgen:
[ ] Logg inn på systemet
[ ] Sjekk dashbordet for dagens avtaler
[ ] Gjennomgå innkommende korrespondanse
[ ] Sjekk påminnelser for i dag
I løpet av dagen:
[ ] Merk pasientankomster
[ ] Opprett/oppdater journaler
[ ] Opprett bestillinger fra resepter
[ ] Oppdater avtale statuser
[ ] Send korrespondanse etter behov
Slutt på dagen:
[ ] Fullfør og godkjenn journaler
[ ] Oppdater ordrestatuser
[ ] Se gjennom morgendagens avtaler
[ ] Opprett påminnelser for oppfølginger
[ ] Logg ut
Vanlige oppgaver Hurtigtilgang
| Oppgave | Sti |
|------|------|
| Registrer ny pasient | Pasienter → Ny pasient |
| Søk pasient | Søkefelt eller pasienter → Søk |
| Opprett avtale | Kalender → Ny avtale |
| Opprett journal | Journaler → Ny journal eller fra pasient/avtale |
| Opprett ordre | Ordrer → Ny ordre eller fra journal |
| Send korrespondanse | Korrespondanse → Ny |
| Opprett påminnelse | Påminnelser → Ny påminnelse |
| Vis rapporter | Rapporter → Velg rapporttype |
Slutt på håndboken
For den mest oppdaterte informasjonen og ytterligere ressurser, se det elektroniske hjelpesystemet eller kontakt systemadministratoren.
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